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A new permission, Can backdate an accounts sync, has been added so a user can sync a date that is before the last sync date. To add this permission go to Address book and select the user you want to add the permission to. Select the Can backdate an accounts sync field and save.

Note: Only local system administrators can update user permissions.

When users do not have the Can backdate an accounts sync permission, a warning is displayed when they select a closing date that is before the last sync date on the accounts sync function.

This feature is for customers who have enabled accounting integration with Xero.

We strongly advise making changes to your account setup only under the direction of your Accountant and vintrace Support staff.

On your first sync to Xero, you are prompted to select a date to start tracking your accounts integration. Any transactions before this date are assumed to have already been accounted for in the balances of your GL accounts in Xero.

After confirming the date, you have the option to update your opening account balances in vintrace to match your GL balances in Xero as of the selected start date.

This feature is for customers who have enabled accounting integration with Xero.

A new option to show or hide internal journal amounts has been added to the Accounts History tab. You can access the Accounts History tab by selecting Accounts > Accounts Sync or from Winery Setup > Accounts.

Selecting the Show internal amounts field shows the internal vintrace journal amounts on a separate row and includes them in the calculation of the Opening and Closing balances.

For customers that have an accounting package linked to VINx2, you now have the option to click and bring up the Sales Orders console and Purchase Orders console with the list of unsynchronized Sales Orders and Purchase Orders from Accounts Sync console.

Navigate to Accounts – Accounts sync, and then click on Preview button.

Under Sales Summary and Purchases Summary, a link is available for you to click on which will bring up the Sales Order console and Purchase Order console respectively.

Clicking on the Sales Orders link will bring up the Sales Orders console with a list of unsynchronized Sales Orders that were invoiced after the last sync date up to the current date.

Clicking on the Purchase Orders link will bring up the Purchase Orders console with a list of unsynchronized Purchase Orders that were created after the last sync date up to the current date.

For VINX2 to determine a journal entry between two Accounts is required and then post this to your General Ledger, both Accounts in any transaction must be Syncable. See this post regarding Account configuration.

VINX2 will post journal entries to your accounting package when you run the Accounts Sync console to tally up all the transactions since last running the Accounts Sync. It is important to realise that each individual transaction is not automatically synced to your General Ledger, rather, this is tallied and synced in bulk. This gives you a chance to review the journals before posting them to your General Ledger.

By default VINX2 sets the Syncable flag automatically depending on the Type of account. For example, Asset, Work in Progress and Cost of Goods sold accounts have this option enabled. Only alter this option if you understand the implications of doing so or are under direction by VINX2 support.

To understand how Syncable works let’s look at an example. Let’s assume you have purchased Chemical supplies to the value of $100 and received these into VINX2. Your Chemical Asset account is credited $100 from the purchase. You use all this chemical ton your wines transferring that $100 value from the Chemical Asset Account to the Bulk Wine in Progress Account. In accounting terms this debits the Chemical Asset Account and credits the Bulk Wine in Progress account for $100.

At the end of the month you run Accounts sync from the Accounts – Accounts sync console. VINX2 inspects all transactions since the last sync was performed and identifies only those where both Accounts involved have the Syncable option enabled. The Accounts Sync then tallies all these transactions as a basis for the journals it provides you via the Preview function.

In the above example if your Chemical asset account was not Syncable VINX2 would not include the $100 transaction mentioned above in the tally for the journal between the Chemical Asset Account to the Bulk Wine in Progress Account.

This article is relevant for those users that have the Accounts link function enabled with their general ledger accounting package such as Xero.

When setting up your Accounts in vintrace you have the choice of Cost method as either Direct or Indirect. If you are unsure it is best to leave the Cost method as Direct.

Generally, in wine production, as in all manufacturing industries, you’re costs can be classified as direct or indirect. Direct costs are those inputs directly attributable to a particular lot of wine and may include:

Fruit

Bulk wine

Direct employee labour

Bottling materials and dry-goods

Chemicals and additions

Freight as it relates to sourcing

Third party lab work

Indirect costs can’t be attributed to a particular wine and include general overheads such as:

Utilities

Employee benefits

Purchasing costs

Handling and Storage

Depreciation

Rent

Taxes and Insurance

Chemicals and additions

Freight

You’ll notice that some types of cost appear on both the example list for Direct and Indirect. It’s important for you to make a distinction on how you want these handled in vintrace and we do that by setting the Cost method on the Account.

Direct cost

An Account should be set to the Direct cost method if you want the underlying expense or asset to Directly journal to your Work in Progress accounts. For example, you should use the Direct costing method for purchases of Chemicals where the Chemical account is an Asset and you want the cost of each chemical addition to DIRECTLY transfer to each lot of wine at the time the addition is made. The journal implication is a movement from your Chemical asset account to your Bulk Wine Work In Progress account at the time of addition. This is the default and most common option.

Indirect cost

An Account should be set to the Indirect cost method for the purpose of apportioning costs across your products using the Cost allocation console. For example, if you do not want to track Chemical purchases in an asset account and expense them instead set the cost method to Indirect. The assumption is that you will either expense these costs and if you choose apportion them across your products in bulk using the Cost allocation console at a time of your choosing.

You can create and manage purchase orders in your winery for dry goods and general goods with vintrace.

To create/edit a new Purchase Order navigate to Winery Setup – Procurement – Purchase order.

The search form has some notable features. At the top are various search fields, which can be cleared with the Reset button.

Just below that is the multi-select action bar. With a select all/none checkbox and a menu button to select a operation to perform on all selected Purchase Orders.

In the table of purchase orders, each one has a checkbox next to them for the multi-select options. They also have their own individual option menu button. Clicking on the Options button would allow you to make the following operations against the purchase order: Stock receival, Bulk intake, Sync to Xero (if accounting integration is enabled), Copy, Email, Print, and Delete.

PO# – the purchase order number, you can assign your own Purchase Order number or let vintrace generate one for you by configuring and Auto Code policy under Winery Setup – Work-flow – Auto code.

Vendor – vendor/supplier name

Deliver by – delivery date of the purchase order, defaults to the current date.

State – is the stage the purchase order is at. The flow of states is usually New – Approved.

Fulfillment – fulfillment status of the sales order: Not fulfilled, Part fulfilled, Fulfilled, Over fulfilled.

Accounting Package Integration

These Purchase Orders can be linked in real time with accounting packages such as Xero so that an accounts payable draft invoice is created as a placeholder for the actual invoice to arrive from the supplier. Please see this article on configuring Xero integration and this article for more information on synchronising purchase orders with Xero.

To do this click the Sync button on the Purchase Order or you can click on the Sync to Xero checkbox upon saving your Purchase order.

If the sync was successful, you should have a link within the purchase order to jump to the bill in you accounting package.

You will then be presented with new OAuth credentials. Copy the Consumer Key by clicking on the Copy. You will need the Consumer Key to configure and test the connection in vintrace.

From the Winery Setup, click General > System Policy and under the General Settings click on Accounting Integration Configuration.

If you have not had any Accounting Integration configured in the past, it should look like this:

Click the drop down and select your Accounting Package. From there you should have fields appear below the drop down, along with a test connection button. Most should also have an info ( i ) button that will link you to a page detailing how to configure that specific accounting package. Follow the guide and then test connectivity.

Success! Now click Ok and then save your settings and begin using your Accounting Integration with vintrace.